Administrative Assistant

Description

This role will provide essential administrative support to the Evidence Generation and Biostatistics & Data Management teams within Global Medical Affairs (approximately 25 team members).

You will work in an an international, matrixed environment, with regular interactions with the Global Medical Affairs team, Regional Medical Affairs colleagues, and external healthcare professionals (KOLs or Key Opinion Leaders).

Responsible for initiating and coordinating a wide variety of administrative support for a high-paced and professional organization. Duties require initiative, attention to detail, and the ability to adapt to frequently changing situations with sensitivity to confidential and propriety information.

This position can be located in St. Louis OR Salt Lake City.

Primary Duties

1. Perform all work in compliance with company policy and within the guidelines of the Quality System.

2. Format and publish quality documents using the company’s document management systems (Livelink Doc Control, EDMS, Wrike, etc.).

3. Complex calendar management, scheduling and arranging meetings in a dynamic and agile manner is a critical and key component of success in this role.

4. Manages complex travel agendas.

5. Completes and submits expense reports.

6. Maintains highly confidential information.

7. General office management

8. Manage yearly functional agenda.

9. Organize international travel, team meetings, and seminars, including those involving external partners.

10. Coordinate and attend leadership meetings, take minutes, and follow up on Action Items.

11. Prepare documents and reports with general instructions. Uses Microsoft Office (Word, Excel, PowerPoint, Outlook).

12. Participate in digitalization initiatives and manage team communication efforts in collaboration with the corporate communications team.

13. Format and publish content for digital platforms (intranet, SharePoint, etc.).

14. Prepare Purchase Orders, contracts in coordination with Purchasing, and ensure payment within the PO process.

15. Assist with HCPs and/or compliance investigators to ensure compliance with contracting, payment, and adequate required reporting.

16. Manage Purchase Orders placement and ensure adequate follow up for invoicing and collaboration with accounting /finance teams.

17. Contribute to the continuous improvement of administrative processes

18. Facilitates new team members onboarding and contribute to improving the process in conjunction with hiring manager.

19. Manages Microsoft Teams Channels and shared drives for Marketing Department.

20. Maintains key points of contact lists, manages mailing lists, and updates organizational charts.

21. Manages inventory of and replenishing office supplies for team

22. Performs other related administrative duties as required.

Experience

1. High school diploma or GED

2. 5 years of administrative assistant experience required.

3. 2 years of experience in Microsoft Outlook, Word, PowerPoint, and Excel.

Knowledge, Skills & Abilities

• 1. Attention to detail.

2. Familiarity with ERP systems (e.g., SAP/E-Proc) and digital communication platforms (SharePoint, intranet, social media).

3. Strong interpersonal and writing skills to enhance interactions with customers, employees, management and supervisor.

4. Ability to collaborate with internal Assistants to coordinate calendars and meetings effectively.

5. Adaptable and flexible to adjust to changing demands, timelines, and deliverables.

6. Strong team orientation to work with peers and support the company culture.

7. Competent in Microsoft Office (Word, Excel, PowerPoint, Outlook) to enhance productivity, efficiency, communication, and decision making.

8. Experience with Egencia and Concur preferred.